Computer accounting method using natural language speech recognition

ABSTRACT

A computer method is disclosed for the capture, tracking, and management of accounting data using natural language speech recognition with landline or wireless telephones. Information is stored in a central or peer-to-peer database, which in addition to the speech recognition interface, may be accessed using touchtone telephone menus; Personal Digital Assistants (PDAs); WAP, RIM and other wireless protocol phones and devices; the Web; fax; email and other messaging protocols; synchronizable off-line applications; corporate financial systems; and distributed networks. In one form, the user initiates a telephone call and the invention confirms the user&#39;s identification, prompts the user for accounting information, records the information provided by the user into the appropriate database and language if the user&#39;s native tongue is different than that used by the accounting system, and provides to the user information in response to inquiries using natural language speech recognition. The user may choose both the voice the system uses to communicate with the user and the style or tone of voice with which the system speaks. The user may access and edit the accounting information stored in this database using any of the other mediums mentioned above.

RELATED APPLICATION

[0001] This application claims the benefit of U.S. ProvisionalApplication No. 60/169,314, filed on Dec. 7, 1999. The entire teachingsof the above application are incorporated herein by reference.

BACKGROUND OF THE INVENTION

[0002] 1. Field of the Invention

[0003] The present invention relates to the capture, tracking andmanagement of accounting data using natural language speech recognition.The invention gives users the ability to perform in their native tonguesbusiness-related tasks that require accounting data using naturallanguage speech recognition. These tasks include, but are not limitedto, expense tracking, time tracking, purchase requisitions, andfinancial record keeping for tax purposes and internal reporting.

[0004] 2. Description of the Related Art

[0005] Most accounting systems require users to enter and review datavia a keyboard and personal computer into a database residing on asingle computer or in a database shared by several users in aclient-server network, an intranet, or over the Internet. Some systemsenable users to choose the tool with which to enter information viakeyboard, touchtone menus or a wireless interface, or some combinationof these offerings, which are limited in scope and flexibility for theuser. All of these data entry tools require a general understanding ofcomputers and either keyboard or touchtone entry of information,resulting in limited accessibility and inefficient use of time forpeople traveling on business or physically removed from their normalworking environments.

[0006] There has not been a speech recognition-based interface to anycommercial accounting system. There is, accordingly, a desire for anatural language speech recognition interface in addition to PDA,wireless, online and offline interfaces to accounting data for such usesas timesheets, travel plans, purchase requisitions, and financial recordkeeping for tax purposes and internal reporting that can be easilycustomized by users to fit their specific needs.

SUMMARY OF THE INVENTION

[0007] The present invention meets the shortcomings of the prior art. Inparticular, the present invention provides significant time savings,ease of use, and flexibility for people who need to keep detailedrecords for expense tracking, time tracking, purchase requisitions, andfinancial record keeping for tax purposes and internal reporting timewhen traveling on business or physically removed from their normalworking environments using a wireless or landline telephone.

[0008] In one embodiment of the present invention, a user may provideand access accounting data for the preparation of expense reports,timesheets, travel planning, purchase requisitions and financial recordkeeping for tax purposes and internal reporting using a variety ofinterfaces, including natural language speech recognition and touchtonemenus on the telephone; PDAs; WAP, RIM, and other wireless-enableddevices; email and other messaging applications; fax; and offlinesynchronizable applications; and on the Web. The accounting data mayalso be linked directly to other accounting and financial systems,including payroll.

[0009] The invention includes key customizable elements, such asverification of the user, project, and associated confirmation. Also theinvention automates the approval process using messaging or faxtechnologies, in order to streamline the approval of reports and otherbusiness-related documents. These documents and reports include, forexample, expense reports, timesheets, travel plans, purchaserequisitions and financial record keeping for tax purposes and internalreporting. In addition, the invention allows the user and other designedparties to establish business rules that, for example, instruct theinvention to call the user or groups of users at specific times toencourage them to submit data, or enable users and their managers toapprove submitted accounting data by exception.

[0010] Further, the invention includes an infrastructure for servingindividually-targeted ads or internal corporate messages across all userinterfaces. Individually targeted ads combined with the aggregatepurchasing records of individuals provide significant value toadvertisers wishing to reach these markets. Ads served on the telephoneoffer the option to connect with a representative of the advertisingcompany or to send information to an advertiser in order to be contactedlater. The invention has a telephone or telecommunications device thatprovides access to communications lines, one or more processors, one ormore program storage devices connected to the processors, one or morespeech recognition platforms, and computer readable code embodied in theprogram storage devices for processing and storage of the accountingdata.

[0011] In one form, the user initiates a telephone call and theinvention confirms the user's identification, prompts the user foraccounting information and records the information vocally provided bythe user into the appropriate database. If the user's native tongue isdifferent than that used by the accounting system, the invention systemrecords the information in the appropriate language. The invention alsoprovides the user information in response to inquiries using naturallanguage speech recognition. The user may choose both the voice thesystem uses to communicate with the user and the style or tone of voicewith which the system speaks.

[0012] In the preferred embodiment, the invention method for maintainingaccounting data includes the steps of providing a database for storingdesired accounting data;

[0013] using an automated voice interface to the database over acommunication line, prompting a user to enter accounting data byspeaking, the voice interface receiving audible signals indicative ofwords spoken by the user in response to said prompting;

[0014] obtaining from the received audible signals certain accountingdata corresponding to the words spoken by the user; and

[0015] storing the obtained certain accounting data in the database.

BRIEF DESCRIPTION OF THE DRAWINGS

[0016] The foregoing and other objects, features and advantages of theinvention will be apparent from the following more particulardescription of preferred embodiments of the invention, as illustrated inthe accompanying drawings in which like reference characters refer tothe same parts throughout the different views. The drawings are notnecessarily to scale, emphasis instead being placed upon illustratingthe principles of the invention.

[0017]FIG. 1 is a system overview of the present invention.

[0018]FIG. 2 is a flow diagram of the main menu at login of the systemin FIG. 1.

[0019] FIGS. 3-6 are flow diagrams of expense processing in the presentinvention system.

[0020]FIG. 7 is a flow diagram of a new client process.

[0021]FIG. 8 is a flow diagram of the login process.

[0022]FIG. 9 is a flow diagram of a new category process.

DETAILED DESCRIPTION OF THE INVENTION

[0023] Referring to FIG. 1, a wireless or land-based phone (1) serves asthe primary interface to the database (4) for users. When a user calls adesignated phone number, the call is connected through the wirelessand/or phone network (2) to a computer hosting the Integrated VoiceResponse (hereafter IVR) platform (3). The natural language speechrecognition system (at IVR platform 3) verifies the user's identity withthe user's name and spoken password, or using speaker verificationtechnology, by comparing the name and password combination with theaccount information stored in the database (4). In addition, if the userhas registered the phone number he or she is calling from with theservice, the IVR 3 recognizes the incoming phone number, and the usermay log in simply by giving the correct password. Alternatively, theuser may also input ID and password using touch-tone keys. Touch-toneresponse can also be used for all of the functions, operations, andcapabilities listed below, but it will serve primarily as a backupsystem, if, for example, there is too much ambient noise or for privacyconsiderations. After a set number of unsuccessful attempts to enter IDand password, the system will disconnect the user.

[0024] After successful entering of user ID and password, the user mayinput a wide variety of accounting data related to expense reporting,timesheets, travel planning, purchase requisitions and financial recordkeeping for tax purposes and internal reporting, as well as reviewinformation, by using natural language speech utterances. The speechinterface (3) includes a range of natural language prompts and protocolswhich guide users through the process of entering data by speaking.Speech interface 3 employs technology disclosed in (or similar to) U.S.Pat. Nos. 6,101,473; 5,960,063; 5,510,606; and 6,138,088.

[0025] The system 3 gives the user a chance to confirm that the systemrecognized the user's utterances correctly and offers help options thatexplain in detail the user's options at any given point in the workflowprocess. In addition to prompting users for information one data pointat a time, the system 3 has the added benefit of allowing experiencedusers to speak in natural language sentences, containing multiple dataattributes. For example, the user could say “$20 for parking on November15 for the integration project.” The system parses the utterance intoits component attributes (i.e. Amount=“$20,” Date=“November 15,”Category=“parking,” and Project=“integration project”), confirms themwith the user, and then stores the data in the proper fields in thedatabase 4. Users can sign up for the service in several differentlanguages, and the information they enter over the phone in their nativetongue can be automatically translated into another language by thesystem 3, in order to be sent to an accounting or financial systemrunning in another language. Unless an administrator changes thepermissioning of the system 3, the user only has access to his or herown records. Information collected via the voice interface is stored ina database repository (4) for future access, reference, andmanipulation.

[0026] The database (4) is designed with an open architecture thatallows it to store and transfer data among the various components of thesystem; the voice, Web, fax and PDA interfaces 3, 8, client andfinancial systems 9, 10, and other third party service providers 8. Thedatabase 4 stores all of the information collected through the voice,Web, fax and PDA interfaces 3, 8 as well as the associated customizedvocabularies needed for the voice and voice-Web interfaces. Access tospecific information in the database 4 is controlled by a rules-basedpermissioning system 5 (discussed later), so that each user group hasaccess only to appropriate information. The database 4 is also linked toapplications that translate faxed documents into data, applications thattranslate speech into data, and other applications that ensure seamlessintegration of all user interface options with client and financialsystems, and the processing systems of third party service providers.

[0027] The invention includes flexible business rule options (5) thatenable users to customize business rules on an individual, group, orcorporate level. These business rules options include, for example,limits (e.g., maximums) on spending in certain categories, as well asapproval-by-exception business rules that alert the approving manageronly when certain parameters are not met. Business rules also determinewhat responses are acceptable (for example, the clients a user isauthorized to bill against) when a user is entering information over thetelephone or using another interface. Examples of some possible businessrules contained in (5) are detailed below in an embodiment having anexpense tracking application.

[0028] The invention includes flexible workflow management subsystem (6)that has options that are customizable on a user, group, or corporatelevel. These options, for example, enable a group of users or a companyto automate the approval process for expenses, either using fax or emailtechnology. In one configuration, a user directs the system to send anapproving manager a copy of an expense report, either as a fax or as anemail. Some examples of possible workflow management options thedetailed below in the description of an embodiment of the invention asan expense tracking application.

[0029] The database (4), the business rules (5) and workflow managementoptions and subsystem (6) which dictate how data is communicated betweenthe IVR (3) and the database 4, are maintained and operated by digitalprocessor (7) which serves as the primary engine of this invention. Thedigital processor controls the flow of data from the database and itsrelated workflows 6 and business rules 5, to the IVR 3, which determinescall flows, user options, grammars, and parameters for valid userresponses; controls the flow of data from data queries from the user onthe telephone; ensures that information that is input on the telephoneis written correctly to the database 4, and provides interoperabilitywith the other interfaces 8 available to the user.

Additional Interfaces for Output and Input of Data

[0030] In one form, the invention enables users to access data stored inthe database repository 4, using a spectrum of other interfaces (8), inaddition to the speech interface 1, 2, 3. These interfaces 8 also serveas channels of data output, for approval and authorization or reportingprocesses, defined by the business rules (5) and workflows (6) asdefined by the user or some affiliated party. In addition, the systemallows different levels of authorization and access, so that endusers,managers, accounting and HR staff, clients, etc., can have access tospecific subsets or supersets of information. The system provides usersinput and output access to data via the following means 8.

Web Browser

[0031] A user points the browser to his or her personalized site atserver 7 hosting database 4 and subsystems 5, 6, and logs in using an IDand password combination. After a successful login, the user may performthe same functions listed in the voice interfaces 3, capturing,manipulating, and reviewing data regarding expense reports, timesheets,travel planning, purchase requisitions and financial record keeping fortax purposes and internal reporting. In contrast to theprompt-and-response-based exchange of information used in the voiceinterface 3, information is presented visually on the screen of acomputer monitor. Users can also review data they have inputted viaphone or any of the other user interfaces and make changes. All changesare captured and recorded for future audit trail review. The site(digital processor 7) includes some basic analysis tools to help usersmake the best use out of available data, as well as standard andcustomized reports, which can be delivered via any of the availableinterfaces to a manager, client, etc. The browser also allows the userto set and to change business rules 5 and workflow options 6.Information collected via the web browser interface 8 is stored in thedatabase repository 4 for future access, reference, and manipulation.Users also have the option of using natural speech voice recognitiontechnology to maneuver through and enter data into the web interface 8.

PDA

[0032] A user may perform the same functions on a PDA 8 listed in thevoice interface 3, in capturing, manipulating, and reviewing dataregarding expense reports, timesheets, travel planning and purchaserequisition. A user may store information about expense reports,timesheets, travel plans, purchase requisitions and financial recordkeeping for tax purposes and internal reporting on software running onthe PDA 8 itself, and synchronize the information contained on the PDAwith the database 4 at a later time. Alternatively, using awireless-enabled PDA, a user may capture, manipulate, and review data toand from the database 4 directly. Users may upload and generate reports(e.g., invoices, status reports) and other data using their PDAs, eitherby synching with their personal website (server 7) via abrowser-connected computer or a direct modem connection, or through awireless Internet connection. The process includes electronic signaturecapabilities that allow clients to store approval of expenses, invoices,payments, etc. on their PDAs and offload to the specified parties later.

Fax

[0033] A user may use fax technology 8 to export data in any specifiedreport format, to any specified individual or destination. The user mayinitiate a fax using any of the other communications interfaces (phone,Web, PDA) 7, 8. For instance, using the natural language speechrecognition interface 1, 2, 3, a user may direct the system to fax anexpense report to his or her manager for approval.

Touchtone

[0034] The speech recognition interface 1, 2, 3 call flow has a paralleland simultaneously accessible touchtone call flow, which employstouchtone menus so that users may enter data without speaking. Whilethese touchtone menus are completely functional, they are slower andmore difficult to use than speech prompts, and they are meant to be usedin the event of excessive ambient noise that does not allow the speechrecognition platform 3 to work properly or for security purposes (forinstance, entering a password without the need to say it in public).

Synchronizable Offline Application

[0035] The invention includes a software program that is installed on adesktop or laptop computer and runs “offline,” without direct access tothe database 4 for users who are only occasionally connected to theInternet. This program stores expense, time, travel planning, purchaserequisition, and other financial data for tax purposes and recordkeeping, and it can be synchronized with the database 4 using anInternet connection 8. Each time the program is synchronized, theinformation stored in the offline program is updated with additionalinformation in the database 4 at the same time that it sends its storedinformation to the database itself.

Email and Other Messaging Protocols

[0036] The invention enables users to store, track, and manage theworkflow of expense, time, travel planning, purchase requisition, anddata for financial record keeping for tax purposes and internalreporting using email and other messaging protocols 8. For instance, auser may send data into the database 4 via email or the user may sendreports for approval to the user's manager.

Linkages With Enterprise Systems, Distributed Networks and CorporateIntranets

[0037] The database (4) is constructed with an open architecturedesigned to support the exchange of data between the database itself andother systems, such as enterprise systems (9), distributed networks(peer-to-peer) of computers (10), and corporate intranets. This allowsinformation contained and tracked in the repository database 4 to beposted to the user's existing systems in the appropriate place and atthe appropriate time. The timing and placement of such postings iscontrolled by the administrator, as invoices, payments, etc. oftenrequire managerial approval before they are posted to the system. Thesystem's open architecture also allows users to populate the database 4with necessary data from their own financial systems, avoidingdouble-entry of data. The user has complete control over these dataflows and is aided by the customization capabilities of the workflow andbusiness rules subsystems 6, 5.

Example Embodiment of the Invention as an Expense Tracking Application

[0038] The following is with reference to FIGS. 2-9 and describes anembodiment of the speech recognition-based portion of the invention asan expense tracking application. The figures and text describe thefollowing features and functions in some detail:

[0039] A user logs into the system using a wireless or land-linetelephone 1

[0040] The user chooses the expense application from a menu of options(FIG. 2)

[0041] The user enters new expense items into the system using naturallanguage and/or by following the prompts from the system (FIG. 4)

[0042] The user reviews and edits expense items already stored in thedatabase 4 using natural language and/or by following the prompts fromthe system (FIG. 5)

[0043] The user submits expense reports to a manager for approval,either via email or fax technology; and submits expense records into acorporate accounting or ERP system, both by using spoken commands overthe telephone, as illustrated in FIG. 6.

[0044] Note that the invention includes additional features, functions,and applications that are not described herein; this description shouldserve only as an example of an embodiment of this invention.

[0045] Referring to FIG. 2, call initiation begins with step 11. Theuser initiates a call into the system, either using a land-based orwireless telephone 1, by dialing a designated telephone number, whichconnects to the system IVR 3 through the wireless or public telephonenetwork 2.

[0046] In response to call initiation 11 (successful connection), thesystem prompts (step 12) the user to log into his or her account, with aUser ID and Password. See steps 106-113 below in conjunction with FIG. 8for a more detailed description of the login process 12.

[0047] At decision juncture 13, the system determines whether the userhas successfully signed on. If the user logs in successfully, the systemproceeds to the Main Menu 14, otherwise the call is terminated at 15 onthe fourth unsuccessful attempt (See steps 106-113 of FIG. 8 below forfurther details).

[0048] Next the system asks the user what he or she would like to do,and then gives them the options of the Main Menu 14, which offers theusers a choice as to which application they desire to use. The presentlydetailed embodiment includes an expense tracking application 16, as wellas other applications, 17-19, which may include such applications astime tracking, travel planning, purchase requisitions, other businessapplications requiring financial record keeping for tax purposes orinternal reporting. When the user verbally selects any of these options,he is sent to the appropriate application, which may reside on the sameIVR 3, the same group of IVR boxes 3 or entirely different IVR machines3. In the case of the user saying “expenses”, in response to the promptin Main Menu 14, he or she is transferred to the Expense Application 16,described below in FIG. 3.

[0049] The Main Menu options of “Application 2” at 17 and “Application3” at 18 in FIG. 2 represent a second and third application,respectively, available to the user. Each application varies by theuser, and thus is not described in detail here, but may for exampleinclude time tracking, travel planning, purchase requisition, otherbusiness applications requiring financial record keeping for taxpurposes or internal reporting. To illustrate that a multiplicity ofsuch applications may be made available to the user, “Application N” at19 is shown in FIG. 2 and represents N number of applications availableto the user, which will vary by the user.

[0050] Referring to FIG. 3 is the expense tracking application 16, whichthe user enters through the login 12 and main menu 14 process of FIG. 2.In certain embodiments of the invention, the user only uses the systemfor one application, for example expense tracking, in which case thesuccessful completion of the login process 12, 13 leads the userdirectly to the expense application 16.

[0051] After initialization, the expense application 16 displays orotherwise provides expense menu 21. This is the main menu for theexpense application 16. The system 16 offers the user the choice ofentering a new expense 22, reviewing and or editing expenses 23,submitting expenses 24, or other options, and the system initiates theappropriate process depending on the user's response to menu 21.

[0052] From the Expense Menu 21, if the user wants to enter new expensedata, he or she says “new expense” or a similarly recognizablestatement, and the system initiates the new expense entry process 22 andprompts the user through the necessary steps (detailed below) to makingan expense entry.

[0053] From the Expense Menu 21, if the user wants to edit and/or reviewexpense data, he or she says “edit expenses”, “review expenses” or asimilarly recognizable statement, and the system initiates the expenseedit/review process 23, and prompts the user through the necessary stepsfor reviewing and/or editing expenses. Further details of theReview/Edit Expense process 23 follows below.

[0054] From the Expense Menu 21, if the user wants to submit expenses,for example to a supervisor or to the user's corporate accountingsystem, he or she says “submit expenses” or a similarly recognizablestatement, and the system initiates the submit expense process 24, andprompts the user through the necessary steps for submitting expenses.See steps 85-96 (FIG. 6) for a detailed description of the SubmitExpense process 24.

[0055] At any time in FIG. 3, the user may return to the main menu 21 ofthe application 16, using utterances such as “main menu”. From Expensemain menu 21, if the user says “END expense” or “Main Menu”, then thesystem processes End Expense 25 and returns to main menu 14 of theinitial login.

[0056] Illustrated in FIG. 4 is the flow diagram of the new expenseprocess 22 as selected from Expense Menu 21 of FIG. 3.

[0057] The New Expense process enables 22 the user to enter new expenseitems, and is initiated through the Expense Menu 21, the main menu forthe expense application 16.

[0058] First process 22 prompts the user (at Get_Date 27) for the dateof the expense item the user wishes to record. The user may say the datein a variety of formats, (June 22, today, last Tuesday, etc.), and theGet_date part 27 of the system interprets the user's utterance into astandard date format. As described below, the database 4 may containinformation or rules that limit or otherwise affect acceptable userresponses.

[0059] At 28, a Get_Date Data database transaction occurs in response tothe Get_Date 27 process results. The system pulls any settings, businessrules, customized grammars, or other information contained in thedatabase 4 which could limit or otherwise affect accepted responses. Forexample, users may be prohibited from entering expense items for datesin the future that have not yet arrived.

[0060] Next a Billable/Not Billable step 29 takes place. The system asksthe user whether the expense is to be billed to a client, or is aninternal expense. In response to user input here is a Billable/NotBillable database transaction 30. The system pulls any settings,business rules, customized grammars, or other information contained inthe database 4 which could limit or otherwise affect acceptable userresponses. For example, the user may set up his or her account so thatall or no expenses are billed to a client, in which case the system mayskip this prompt altogether.

[0061] At 31, process 22 determines whether the expense is to be treatedas Billable. If the expense item is to be billed to a client, the systemproceeds to 32, Get_Client. If not, the system proceeds to 34,Get_Category.

[0062] At 32, Get_Client prompts the user to say the name of the clientto which the expense is associated. At 50 the system 22 compares theuser's response with the users' clients as contained in the database 4,accessed as described in step 33. If the client as stated by the user isnot currently in the user's list of clients, the system 22 proceeds tothe new client module 51 (further detailed in FIG. 7), unless businessrules are in place to prevent the user from creating additional clients.

[0063] At 33, a Get_Client database transaction pulls any settings,business rules, customized grammars, or other information contained inthe database 4 which could limit or otherwise affect accepted responses,including the list of clients available to a particular user for billingexpenses.

[0064] In the case where the expense is not to be billed to a client,Get_Category 34 prompts the user for the category of the expense. Thesystem compares (step 52) the user's response with the expensecategories associated with the user, which are contained in the database4. A Get_Category 35 database transaction pulls any settings, businessrules, customized grammars, or other information contained in thedatabase 4 which could limit or otherwise affect accepted responses,including the list of expense categories available to a particular user.If the category is not on the user's list of available categories, thesystem proceeds to the new category module 53 further detailed in FIG.9, unless business rules are in place to prevent the user from creatingadditional categories.

[0065] Proceeding with process 22 of FIG. 4, Get_Amount (step 36)prompts the user for the amount of the expense. The system is designedwith an option that can be turned on and off (with settings transferredat 37), to take amounts in US$ as well as other currencies. At step 37,a Get_Amount database transaction pulls any settings, business rules,customized grammars, or other information contained in the database 4which could limit or otherwise affect accepted responses. For example,business rules might be in place that set a maximum for lodgingexpenses; in this case the user will not be allowed to enter an amountgreater than the maximum allowed.

[0066] At step 38, the system prompts the user for the method of paymentof the expense (cash, credit cards, etc.). The system specificallyidentifies credit cards used for purchases, in order to match theexpense details entered by users with secure electronic credit cardfeeds, containing their credit card purchase information. A Paid With?database transaction 39 pulls any settings, business rules, customizedgrammars, or other information contained in the database 4 which couldlimit or otherwise affect accepted responses, including the list paymenttypes available to a particular user.

[0067] The process continues at step 40 with Get_Category-Specific Data.Depending on the category identified in step 34, and the applicationsettings, business rules, etc. from step 41, the user is asked forcategory-specific information, for example miles traveled for a mileagecategory expense. Many of these prompts can be turned on and off by theuser depending on his or her needs. Accordingly, Get_Category-SpecificData database transaction 41 pulls any settings, business rules,customized grammars, or other information contained in the database 4which determine which if any category-specific prompts it asks, andlikewise could limit or otherwise affect accepted responses.

[0068] At step 42, the system asks the user whether there is a receiptassociated with the expense item, to which the user responds “yes” orno”. This attribute is used when matching expense items in the database4 to corporate credit card feeds or in matching entries with paperreceipts. The Receipt? database transaction 43 pulls any settings,business rules, customized grammars, or other information contained inthe database 4 which could limit or otherwise affect accepted responses.For example, users can turn the receipt prompt on or off, depending onwhether they use this feature.

[0069] As an optional step, Record Notes 44 gives the user theopportunity to make a voice recording of any additional details aboutthe expense item, not covered in the prompts above, to be stored as away file or in another format in the database 4, and associated with theexpense entry, for future reference. This can be turned on and off, asin step 45, and the system 22 also can be set to prompt the user to namefor example, the names of people attending a lunch meeting, in thisrecording. The corresponding Record Notes database transaction 45 pullsany settings, business rules, customized grammars, or other informationcontained in the database 4 which could limit or otherwise affectaccepted responses.

[0070] At Play Back Entry/Request to Confirm 46, the system plays backthe information submitted by the user for the particular expense item,and then asks the user to confirm whether or not the information iscorrect. Corresponding database transaction Play Back Entry/Request toConfirm 47 pulls any settings, business rules, customized grammars, orother information contained in the database 4 which could limit orotherwise affect accepted responses.

[0071] If at the confirmation step 48, the user says that the entry iscorrect, the system proceeds to step 54, End New Expense. The systemexits the new expense process 22, and returns to the Expense Menu 21(FIG. 3). In one embodiment the system asks the user if he or she wishesto enter another new expense, in which case it returns to the beginingof New Expense 22 (FIG. 4).

[0072] If, at step 48 the user says the entry is not correct, the systemproceeds to step 49 to determine which item is incorrect. In that case,the user is asked to specify which attribute or attributes of theexpense item are incorrect, and if needed, lists the choices for theuser. For simplicity, these diagrams assume that the user specified asingle attribute to change; the user could specify more than oneattribute to change, for example “client” and “amount”, in which casethe system prompts the user for each attribute in series.

[0073] Continuing in FIG. 3, the Review/Edit Expense process 23 isdetailed in FIG. 5. This process 23 enables the user to review and/editexpense items, either individually or in specified groups (by dateclient, etc.), that he or she has previously entered into the system.Upon user selection of this process 23 with desired parameters (date,client, etc.) a Request for Expense To Be Reviewed specifying the userstated date, amount, client, etc. is generated at 56. In response to thegenerated request, matching/ corresponding expense(s) are retrieved fromdatabase 4, and played back for confirmation (step 57). That is, thesystem retrieves from the database 4 the information specified by theuser in request 56, and plays it back to the user, asking forconfirmation that it is the data the user intended to identify, and thatnot some other data, was retrieved.

[0074] If at 58 the user confirms that the data retrieved was the datathe user intended to review, the system proceeds to step 59 Want tochange it? If the system did not retrieve the correct data, it returnsto step 56, where the user again is asked to identify the expense datato be retrieved.

[0075] At 59, the system 23 asks the user if he or she wishes to changedthe expense item(s) retrieved in step 57. The example here assumes asingle expense item was retrieved in step 57. If multiple items arerequested and retrieved, the additional step of identifying which (orall) of the items are to be changed is necessary at 59.

[0076] If at 60 the user indicates that he or she wants to change theexpense item, the system proceeds to step 62 to determine which item isincorrect. If not, the system proceeds to step 61, which ends theedit/review process 23, and returns to the expense menu 21 (FIG. 3).

[0077] At step 62, the user is asked to specify which attribute orattributes of the expense item are incorrect, and if needed, lists thechoices for the user. For simplicity, these diagrams assume that theuser specified a single attribute to change; the user could specify morethan one attribute to change, for example “client” and “amount”, inwhich case the system would prompt the user for each attribute inseries.

[0078] Continuing at step 63, the system 23 prompts the user for thedate of the expense item the user wishes to record. The user may say thedate in a variety of formats, (June 22, today, last Tuesday, etc.), andthe system 23 interprets the user's utterance into a standard dateformat. A Get_Date database transaction 64 pulls any settings, businessrules, customized grammars, or other information contained in thedatabase 4 which could limit or otherwise affect accepted responses.

[0079] Next, at step 65, the system 23 asks the user whether the expenseis to be billed to a client, or is an internal expense. A correspondingBillable/Not Billable database transaction 66 pulls any settings,business rules, customized grammars, or other information contained inthe database 4 which could limit or otherwise affect acceptable userresponses. For example, the user may set up his or her account so thatall or no expenses are billed to a client, in which case the system mayskip this prompt altogether.

[0080] At step 67, the system 23 prompts the user to say the name of theclient to which the expense is associated. The system compares theuser's response with the users' clients as contained in the database 4,accessed by Get_Client database transaction 68. If the client as statedby the user is not currently in the user's list of clients, the system23 proceeds to the new client module 51 (FIG. 7), unless business rulesare in place to prevent the user from creating additional clients. Thatis, database transaction 68 pulls any settings, business rules,customized grammars, or other information contained in the database 4which could limit or otherwise affect accepted responses, including thelist of clients available to a particular user for billing expenses.

[0081] Similarly at step 69, process 23 prompts the user for thecategory of the expense. The system 23 compares the user's response withthe expense categories associated with the user, which are contained inthe database 4, accessed at 70. If the category is not on the user'slist of available categories, the system 23 proceeds to the new categorymodule 53 (FIG. 9), unless business rules are in place to prevent theuser from creating additional categories. That is Get_Category databasetransaction 70 pulls any settings, business rules, customized grammars,or other information contained in the database 4 which could limit orotherwise affect accepted responses, including the list of expensecategories available to a particular user.

[0082] Next at step 71, the system 23 prompts the user for the amount ofthe expense. The system 23 is designed with an option that can be turnedon and off (with settings transferred in 72), to take amounts in US$ aswell as other currencies. In Get_Amount database transaction 72, thesystem 23 pulls any settings, business rules, customized grammars, orother information contained in the database 4 which could limit orotherwise affect accepted responses. For example, business rules mightbe in place that set a maximum for lodging expenses; in this case theuser will not be allowed to enter an amount greater than the maximumallowed.

[0083] Continuing at step 73, the system 23 prompts the user for themethod of payment of the expense (cash, credit cards, etc.). The system23 specifically identifies credit cards used for purchases, in order tomatch the expense details entered by users with secure electronic creditcard feeds, containing their credit card purchase information. Toaccomplish this, Paid With? database transaction 74 pulls any settings,business rules, customized grammars, or other information contained inthe database 4 which could limit or otherwise affect accepted responses,including the list payment types available to a particular user.

[0084] Depending on the category of the expense item, and theapplication settings, business rules, etc. from database transaction 76,the user is asked for category-specific information at step 75, forexample miles traveled for a mileage category expense. Many of theseprompts can be turned on and off by the user depending on his or herneeds. The supporting Get_Category-Specific_Data database transaction 76pulls any settings, business rules, customized grammars, or otherinformation contained in the database 4 which determine which if anycategory-specific prompts it asks, and likewise could limit or otherwiseaffect accepted responses.

[0085] At step 77, the system 23 asks the user whether there is areceipt associated with the expense item, to which the user responds“yes” or no”. This attribute is used when matching expense items in thedatabase 4 to corporate credit card feeds or in matching entries withpaper receipts. To assist with this step 77, Receipt databasetransaction 78 pulls any settings, business rules, customized grammars,or other information contained in the database 4 which could limit orotherwise affect accepted responses. For example, users can turn thereceipt prompt on or off, depending on whether they use this feature.

[0086] At step 79, the system 23 gives the user the opportunity to makea voice recording of any additional details about the expense item, notcovered in the prompts above. These voice notes are stored as a .wavfile or in another format in the database 4, and associated with theexpense entry, for future reference. This can be turned on and off, asin 80, and the system 23 also can be set to prompt the user to name forexample, the names of people attending an expensed lunch meeting, inthis recording. Accordingly, Record Notes database transaction 80 pullsany settings, business rules, customized grammars, or other informationcontained in the database 4 which could limit or otherwise affectaccepted responses.

[0087] At this point 81, the system 23 plays back the expense entry withthe modifications specified by the user in steps 63-80, and asks (step82) the user to confirm that the modified entry is correct. If at step82, the user responds that the entry is correct, the system proceeds to83 to end Edit/Review Expense process 23, and returns to the ExpenseMenu 21 (FIG. 3). If not, the system 23 returns to step 62 to ask theuser which attribute of the expense item is incorrect and processingrepeats through steps 63-83 as described above.

[0088] The third option in Expense Menu 21 is to submit expenses 24. Theexpense submittal process 24 is detailed in FIG. 6 and discussed next.

[0089] The Submit Expenses process 24 enables the user to submit expensereports to supervisors, managers, or clients for approval, or to feedhis or her expense information into a corporate accounting system.Included in this process 24 are numerous flexible workflow capabilitiesthat streamline the approval and submittal process for users, theirmanagers, clients, and accounting staff.

[0090] Beginning at step 85, the system 24 asks the user whether he orshe wants to submit an expense report for approval, or send expense datato a corporate accounting system. Depending on the user settings pulledfrom the database 4, the user may have one or the other of these optionsdisabled, if, for instance the user is not authorized to feed expensedata directly to the accounting system. In addition, accounting staff ata company can upload expense information from all of their users bylogging in with an ID and password with administrative authority.

[0091] If the user wishes to submit an expense report for approval, thesystem proceeds from decision juncture 86 to step 87 Select Expenses tobe Submitted. If on the other hand the user wants to send data to acorporate accounting system, the system proceeds from decision 86 tostep 93, System uses, business rules and user settings to format expensedata discussed later.

[0092] In the former, Select Expenses to be Submitted 87, the system 24asks the user to identify the expenses to be submitted. He or she canselect expenses based on any of the criteria associated with an expenseitem, such as date incurred, client, expense category, payment type,etc. The system 24 tells the user how many items are selected, and atthe user's request, can say each expense item, and then asks the user toconfirm the expense selection(s).

[0093] Continuing at step 88, the system 24 asks the user to specify therecipient of the expense report defined in step 87. In the embodimentillustrated in FIG. 6, the user's list of possible recipients haspreviously been created online, so that the system 24 can pull all ofthe recipients' pertinent information from the database 4. In analternative embodiment, the user may define recipients over thetelephone as well. If the system 24 recognizes (step 89) the recipientspecified by the user in step 88, it proceeds to step 90 Fax or Email?;if not, system 24 returns to step 88 to prompt the user to try andidentify the recipient of the expense report again.

[0094] At step 90, the system 24 asks the user whether he or she wantsto send the expense report to the recipient via email or fax. The usermay select default settings for individual recipients, so that forexample, the user's manager always receives a fax copy of the user'sexpense report. If the user selects to send the expense report via emailat 91, the system proceeds to step 95. If at step 91 the user selects tosend the expense report via fax, the system proceeds to step 92.

[0095] At step 92, the system 24 sends a fax of the expense sheet to therecipient's fax number. The report is prepared in a customized format asspecified and controlled by the user online. After step 92, the expensesubmittal process 24 ends 96 and the system returns to Expense Menu 21(FIG. 3).

[0096] In the case where the user selects (at step 91) to email theexpense report, the system 24 sends the recipient an email with theexpense report contained in the message and as an attachment (step 95).This embodiment of the invention also includes workflow capabilitiesthat allow managers to approve expense reports electronically, byresponding to a message containing an expense report, and includingtheir electronic signature, which ensures that the manager approved theexpense report, and that the report was not subsequently altered. Afterstep 95, the system 24 ends the Submit Expenses process and returns 96to the Expense Menu 21 (FIG. 3).

[0097] If at step 86, the user selected to send the expense data to acorporate accounting system, then the process 24 proceeds to step 93. Atstep 93, the system 24 uses business rules and user settings to formatexpense data. The invention includes data integration with a variety ofcorporate accounting and ERP systems, which is controlled by the useronline through a series of business rules and settings. Continuing tostep 94, the system 24 sends the expense data to the user's corporateaccounting or ERP application, via FTP, a well-formed XML document, oranother data transfer protocol. Then the system 24 ends 96 the SubmitExpense process and returns to Expense Menu 21 (FIG. 3).

[0098] As made reference to in step 51 of FIG. 4 and step 67 of FIG. 5,the process for obtaining a new client is illustrated in FIG. 7discussed next.

[0099] If the user indicates that he or she wishes to bill an expenseitem to a new client not currently in the user's client list, or thesystem 16 determines that the client the user is attempting to bill tois not in the client list, the system 16 proceeds to the New Clientprocess 51. In the first step 98, new client process 51 asks the user tosay the name of the new client, in order to append the expense item withan audio marker indicating the name of the new client. Step 99 recordsthe user's response. Step 100 plays back the recording made in step 99to the user, to confirm the name of the new client.

[0100] If the user confirms, the system proceeds from decision 104 tostep 101. If not, the system returns to step 98, and the user is againprompted to say the name of the new client.

[0101] At step 101, the .wav file recorded in step 99 and confirmed instep 100 is saved to the database 4, in association with the expenseitem it was intended for. Online, this field appears as a voice icon,where the user may play the .wav file by clicking on the icon. When auser logs in online, step 102 presents to the user a reminder to listento the audio file recorded in step 99, and to update the client list, sothat the new client can in the future be referenced directly by name bythe user, just as the rest of the user's clients.

[0102] At step 103, the system leaves the New Client process 51 andreturns to the appropriate step in the calling process.

[0103] Mentioned in FIG. 2 is initial login process 12. This process 12is illustrated in FIG. 8 and discussed below.

[0104] The user login process 12 is activated when a user calls into thesystem. At first step 106, the process 12 asks the user for his or herUser ID. The system records and digitizes the user's response forcomparison to the valid User ID-Password combinations in the database 4.As in all data entries, the user has the option of using DTMF menus toenter his or her User ID. Although inconvenient for many types of dataentry by the user, using DTMF for the ID and Password helps preserveuser privacy and security. In an alternative embodiment, the user mayregister his or her land and wireless phone numbers so that the systemassumes calls from these specified numbers are originating from aparticular user, and will skip to step 107, and request the user'spassword.

[0105] At step 107, the login process 12 asks the user for his or herPassword. The system records and digitizes the user's response forcomparison to the valid User ID-Password combinations in the database 4.As with all data entries by the user, the user may opt to use DTMF menusto enter his or her password. Although inconvenient for many types ofdata entry by the user, using DTMF for the ID and Password helpspreserve user privacy and security.

[0106] At step 108, the login process 12 processes the user's ID andPassword, accesses the valid ID-Password combinations, and compares themin order to decide whether or not to give the user access to the system.If a match (step 109) is found, then step 110 Uploads the user's accountfrom database 4 onto IVR 3. Following user verification, the system 12uploads the user's account information, including account-specificgrammars, settings, and other information necessary to personalize thesystem in its interaction with the user. Once the login process iscomplete, the system presents the user with the main menu 14 of FIG. 2.

[0107] If no match is found at 109, then step 112 requests the user totry again. In particular, if the ID-Password combination is not valid,the system 12 tells the user that it couldn't verify the user'sidentity, and then reprompts for the User Id 101, and Password, 102. Thelogin process 12 gives the user three attempts to log into the system,on the fourth unsuccessful attempt, the call is terminated (step 113).Login process 12 disconnects the phone call on the fourth unsuccessfullogin attempt (step 113).

[0108] In the above discussion of FIGS. 4 and 5, reference is made to aNew Category process 53. If the user indicates that he or she wishes toadd a new expense category or tries to use a category not currently inthe user's list, or the system determines that the category the user isattempting to bill to is not in the client list, the system proceeds tothe New Category process 53 (FIG. 9). As illustrated in FIG. 9, NewCategory process 53 first (step 115) asks the user to say the name ofthe new category, in order to append the expense item with an audiomarker indicating the name of the new category.

[0109] Step 116 records the user's response. At step 117, the process 53plays back the recording made at step 116 to the user, to confirm thename of the new category.

[0110] If the user confirms (at step 121) the new category recording,the system 53 proceeds to step 118. In step 118, the .wav file recordedin 116 and confirmed in 117 is saved to the database 4, in associationwith the expense item it was intended for. Online, this field appears asa voice icon, where the user may play the .wav file by clicking on theicon. When a user logs in online, the online application is designedsuch that step 119 reminds the user to listen to the audio file recordedin 116, and update the category list, so that the new category can inthe future be referenced directly by name by the user, just as the restof the user's expense categories. New Category process 53 ends at 120and returns to the calling process.

[0111] If at step 121, the user does not confirm the name of the newcategory, then process 53 prompts the user to say the new category name(step 115) again, and steps 116-120 follow accordingly.

[0112] While this invention has been particularly shown and describedwith references to preferred embodiments thereof, it will be understoodby those skilled in the art that various changes in form and details maybe made therein without departing from the scope of the inventionencompassed by the appended claims.

What is claimed is:
 1. A method for maintaining accounting data comprising the steps of: providing a database for storing desired accounting data; using an automated voice interface to the database over a communication line, prompting a user to enter accounting data by speaking, the voice interface receiving audible signals indicative of words spoken by the user in response to said prompting; obtaining from the received audible signals certain accounting data corresponding to the words spoken by the user; and storing the obtained certain accounting data in the database.
 2. A method as claimed in claim 1 wherein the communication line is a wrieless or land telephone network.
 3. A method as claimed in claim 1 wherein the automated voice interface is computer implemented.
 4. A method as claimed in claim 1 further comprising the step of automatically providing accounting data stored in the database to another user.
 5. A method as claimed in claim 4 wherein the step of automatically providing includes providing the accounting data as a function of predefined rules.
 6. A method as claimed in claim 1 wherein the desired accounting data includes length of time, dates, project identifier, type of expense, and the database stores desired accounting data in corresponding data fields.
 7. A method as claimed in claim 1 further comprising the step of retrieving accounting data from the database using the automated voice interface.
 8. A method for maintaining accounting data of time and expenses on respective projects, comprising the steps of: providing a database for storing desired accounting data; using an automated voice interface to the database over a communication line, prompting a user to enter accounting data by speaking, the voice interface receiving audible signals indicative of words spoken by the user in response to said prompting; obtaining from the received audible signals certain accounting data corresponding to the words spoken by the user; and storing the obtained certain accounting data in the database to enable tracking and reporting of time, events and expenses corresponding to the obtained accounting data.
 9. A method as claimed in claim 8 wherein the communication line is a wireless or land telephone network.
 10. A method as claimed in claim 8 wherein the automated voice interface is computer implemented.
 11. A method as claimed in claim 8 further comprising the step of automatically providing accounting data stored in the database to another user.
 12. A method as claimed in claim 11 wherein the step of automatically providing includes providing the accounting data as a function of predefined rules.
 13. A method as claimed in claim 8 wherein the desired accounting data includes length of time, dates, project identifier, type of expense, and the database stores desired accounting data in corresponding data fields.
 14. A method as claimed in claim 8 further comprising the step of retrieving accounting data from the database using the automated voice interface. 